To:
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Pursuant to the Circular No.14/2016/TT-BYT dated
May 12, 2016 by the Ministry of Health elaborating a number of Articles in
respect of medicine of the Law on Social Insurance;
Pursuant to the Decision No.4520/QD-BYT dated August 22, 2016 by the Ministry
of Health on revision to the Circular No./2016/TT-BYT, the Social Security
Administration of Vietnam hereby provides guideline for specimens, printing,
issue and retention of certificates of leave covered by the social insurance
(hereinafter referred to as "certificate”) as follows:
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The specimen certificate is presented in the Annex
12 to the Circular No.14/2016/TT-BYT. For the purpose of management, every
specimen has its serial number printed in red color flourescenting under X-ray
laser and has the Social security of Vietnam’s logo with the diameter of 50 mm
imprinted thereon by non-coloured inks luminescing under X-ray laser.
The serial number is printed on the upper right
corner of the specimen, including 10 characters: The first 02 characters
indicate the province code as stipulated in the Decision No.124/2004/QD-TTg
dated July 08, 2004 by the Prime Minister on issue of the list of Vietnam’s
provinces and their codes, and the Official Dispatch No.628/TCTK-PPCD dated
August 06, 2009 on announcement of the list of administrative divisions by the
General Statistics Office. The code of the Social Security of the Ministry of
National Defense and the code of the Social Security of People’s Public
Security of Vietnam, specifically, are 97 and 98, respectively. 08 following
characters are natural numbers starting from 00000001, the serial number of the
specimen is Arabic number, printed in size 12 and font Times New Roman.
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There are 02 types of blank certificate presented
in Section I hereof which are issued to medical treatment and examination
facilities (hereinafter referred to as "medical facility"),
including: The soft copy blank certificate for printing (hereinafter referred
to as “GCN 1”) and hardcopy blank certificate for hand –writing (hereinafter
referred to as “GCN 2”)
1. GCN
1
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- Material: Durable, glossy
and printable paper
- The GCN 1 is constituted by
separate pages, arranged according to the serial number to facilitate printing.
The phrase “GCN 1” shall be printed in the upper right corner, and its serial
number shall be put in below that phrase, the logo of the Social Security
Administration of Vietnam and the name “GIẤY CHỨNG NHẬN NGHỈ VIỆC HƯỞNG BẢO HIỂM
XÃ HỘI” (“CERTIFICATE”) shall be in bold, font Times New Roman, size 12. The
remaining contents shall be conformable to the format issued by the Social
Security Administration of Vietnam presented in Annex 12 and the guidance
attached to the Circular No.14/2016/TT-BYT.
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- The GCN 2 shall be printed
in A5 size, horizontal page layout including 02 copies having exactly same
size, serial number and the Social Security Administration of Vietnam’s logo;
and the title “GIẤY CHỨNG NHẬN NGHỈ VIỆC HƯỞNG BẢO HIỂM XÃ HỘI” shall be
printed in bold , uppercase, Times New Roman 12. Other letters on the blank
certificate shall be in lowercase, straight, Times New Roman 12 (the title of
each section, particularly, shall be in bold, straight and lowercase). There
are 02 copies in a GCN 2 as the same as an invoice, the phrase “LOẠI GCN2”
(“GCN 2”) shall be put in the upper right corners of the two copies and the
same serial number shall be put beneath that phrase”. The phrase “Liên
01: Giao người lao động” (“copy 1: for
employee”) and “Liên 02: Lưu” (“copy 2: for retention”)shall be in italic,
lowercase, Times New Roman 11 and shall be put in the upper left corners of the
copy 1 and copy 2, respectively.
- Material: Carbonless Copy
Paper that is made up of 02 parts.
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III. Responsibilities for
printing, issue and management of blank certificates by the Social Security
Administration
1. The
Social Security Administration of Vietnam shall:
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- Give directions and inspect
the issue of blank certificates to employees, management and use of GCN 2 and
GCN 2 at medical facilities.
2. Social
Security Administration of provinces
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a) Take delivery of applications for blank
certificates ( including first-time applications, supplements to applications
and annual applications) submitted by medical facilities within the
administration of the Social Security Administration of the province and the
plans for issue of blank certificates submitted by the Social Security
Administration of districts; cooperate with the Department of Social Security
Policies in estimation of the quantity of necessary blank certificates for the
immediately following year or the quantity of additional blank certificates
required for the current year according to the quantity of remaining blank
certificates, and request the Director of the Social Security Administration of
the province to approve the printing plan to ensure the sufficient quantity of
blank certificates expected to be granted to employees in the province in 2017;
b) According to the plans for printing blank
certificates approved by the Director of the Social Security Administration of
the province, print and issue blank certificates to medical facilities within
the provinces as assigned by the Social Security Administration of the
province. Printing of blank certificates shall be conducted in accordance with
the Official Dispatch No.4115/BHXH-TCKT on guideline for regular procurement
dated October 25, 2016 by the Social Security Administration of Vietnam.
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d) Prepare blank certificate transfer records and
receipts using form No.05A-GCN attached hereto and specify in the certificate
issuing logbook (form No.06A-GCN attached hereto).
e) Withdraw granted blank certificates
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- Take delivery of blank
certificates transferred by the Inspection Department;
- Classify revocated and
received blank certificates. The valid blank certificates shall be used and
invalid blank certificates shall be retained in accordance with regulations of
laws;
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Duration for retention and destruction of retained
documents shall be conformable to regulations of the Social Security
Administration of Vietnam.
f) Cooperate with the Department of Information
Technology in daily publishing and updating information on the “Thông tin về quản
lý cấp GCN” (“Information on issue and management of certificates”) of the
websites of the Social Security Administration of the province and Social
Security Administration of Vietnam. The published information includes the name
of medical facilities granted certificates, their majors, seal, sample signatures
of practicing persons designated to sign the certificate (hereinafter referred
to as “signer”) and serial numbers of granted certificate blank certificates;
serial numbers of lost blank certificates; increase and decreases in the number
of medical facilities granted certificates and signers, etc.
Use logbooks or software for certificate issuing, monitoring and management
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Collate and finalize the quantities of blank
certificates which are used, damaged and remained; determine the quantity of
blank certificates which are received, withdrawn, used and remained which may
be used for the next term.
2.2. The Department of Social Security Policies
shall:
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- Cooperate with the Office to
monitor and update information on management of blank certificate as specified
in item f, point 2.1 of this Clause;
- Take delivery of
notifications of loss of blank certificates from medical facilities and
promptly notify the Department of Information and Technology and the Office of
the serial numbers of lost blank certificates for updating database and
publishing information on the websites of the Social Security Administration of
the province and Social Security Administration of Vietnam. Study and propose
remedial measures to the Director of the Social Security Administration, where
necessary.
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- Receive documents from the
Office to prepare 02 copies of receipts of special prints; one copy shall be
retained and the another shall be transferred to the Office;
- Prepare 03 copies of the
receipt of special prints according to the blank certificate issuing plan
approved by the Social Security Administration of the province. One copy shall
be retained, 01 copy shall be transferred to the Office and the remaining copy
shall be sent to the blank certificate recipients, and do accounting as
stipulated in regulations of laws;
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2.4. The Department of Health Insurance
Inspection shall:
- Update the decrease in the
quantity of medical facilities eligible for being granted the operating license
and Certificate as stipulated in the Circular No.14/2016/TT-BYT within the
province and punctually notify the Department of Information Technology to
update the general database;
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2.5. Inspection-Examination Department
- Take charge of and cooperate
with the Department of Social Security Inspection and Department of Social
Securities Policies in inspection of printing and issue of blank certificates
by the Social Security Administration;
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2.6. Social Security Administration of districts
a) Take delivery of applications for blank certificates
(first/annual/supplement applications) from medical facilities within the
districts and notify the office of the Social Security Administration of the
province in writing of the number of remaining blank certificates and necessary
blank certificates for the next year or additional blank certificates required
for the current year; the Office of the Social Security Administration of the
province shall aggregate and transfer such plans to the Information Technology
Department;
b) Prepare records of transfer and receipt of blank
certificates using form 05A-GCN and fully update the logbook of issue of blank
certificates using form 06A-GCN, publish the list of medical facilities
eligible for being grant certificates and the serial number of the blank
certificate, changes in number of practioners signing certificates and punctual
notify the Office to transfer to the Department of Information and Technology
for update to the database;
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- Withdraw blank certificates
granted to medical facilities which are no longer on the List;
- Withdraw incorrect and
damaged blank certificates: Take delivery of the list of incorrect and damaged
blank certificate I serial numbers (if any) and the list of employees granted
blank certificate I ( form 04-GCN attached hereto) and GCN 2 booklet (copy 2),
prepare handover and receipt records (form 05B-GCN attached hereto) and update
the logbook (form 6B-GCN) for monitoring and management until the end of
December of every year; and aggregate and transfer to the Social Security
Administration of the province thereafter;
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e) Receive information on management of issue of
certificates under item f, point 2.1, clause 2, Section III hereof from medical
facilities within the district, punctually notify the Office in writing to
transfer such information to the Department of Information and Technology for
updating to the database;
f) Receive reports on loss of blank certificates
from medical facilities within the district and punctually notify the
Department of Social Security Policies to aggregate and inform the Department
of Information and Technology to update to the database.
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Receive notices of variation in the number of
medical facilities granted certificates and the number of practitioners
designated to sign the certificates within the province, the serial number of
blank certificates granted to such medical facilities and serial number of lost
blank certificates, and continuously updating the “Thông tin về quản lý cấp
GCN” to the database and send to the Office to publish on the website of the
Social Security Administration of the province and Vietnam. Manage and protect
the database.
2.8. The Director of the Social Security
Administration of provinces
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3. Social
Security Administration of the armed forces
- Manage and introduce
regulations on printing, issue and management of blank certificates under
regulations of laws on blank certificates, provisions hereof and according to
the reality;
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- Cooperate with Social
Security Administration of the province to issue, manage and use certificates
and ensure the employees’ interests and management requirements;
- Take charge of annual
stocktaking of prints under regulations of laws.
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1. Procedure
for issue of blank certificates
Medical facilities and practitioners therein, as
stipulated in Article 24 of Circular No.14/2016/TT-BYT dated May 12, 2016 by
the Ministry of Health, have the power to issue the certificate.
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2. Development
of blank certificate issuing plan
- Before July 01 of every
year, medical facilities shall submit the estimation of quantity and type of
blank certificates used for the immediately following year according to form
02-GCN attached hereto) to the Social Security Administration of the province
or district according to the assignment of the Social Security Administration
of the province where those medical facilities are located for preparation of
the plans for printing and issue of blank certificates;
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3. Management
and utilization of blank certificates
- Take delivery of certificate
blank certificates from the Social Security Administration of provinces or
districts ( update logbooks to keep track of issue and revocation of blank certificates)
,issue certificates to employees benefiting from Social Insurance as stipulated
in Article 25 of the Circular No.14/2006/TT-BYT according to the ascending
order of serial number of the blank certificate.
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- As for type 01 blank
certificate , the certificate is printed out from the computer and given to
employees. The data on issue of GCN 1 shall be stored on computer; and the list
of employees granted GCN 1 shall be monthly printed out according to form 04-GCN attached hereto and shall be stored enclosed with
incorrect or damaged GCN 1
- As for type 2 blank certificates,
the copy 1 shall be given to employees; and copy 2 shall be attached to the
type 2 blank certificate booklet and damaged type 2 certificates and shall be
stored at medical facilities; transfer all incorrect and damaged blank
certificates (both types) , list of employees granted GCN 1 ( form 04-GCN) and
type 2 certificate booklet (copy 2) to the issuer of blank certificates for
management.
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1. Responsibilities
of medical facilities:
- Every medical facilities
shall punctually notify changes in the name of medical facilities granted
certificates, their scope of operation, seal, reference number of booklets,
serial number of lost blank certificates or other changes related to issue,
management and use of blank certificates, increase and decrease in the number
of signers and their signatures (form 08-GCN) to the Social Security
Administration issuing the blank certificate to publish such changes on the
website of the Social Security Administration of Vietnam and Social Security
Administration of provinces
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- Signers shall specify full
contents of the certificate as stipulated in Annex 12 to the Circular
No.14/2016/TT-BYT and shall take legal responsibilities for the accuracy and
reliability of issue of certificates;
- Where the electronic
application is applied, the certificate shall be issued in accordance with
regulations on e-transaction.
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- Form C65-HD issued together
with the Circular No.178/2012/TT-BTC dated October 23, 2012 by the Ministry of
Finance on guidance on accounting for Social Security Administration of Vietnam
shall be valid until December 31, 2016 exclusively. The certificate specimen
issued together with the Circular No.14/2016/TT-BYT and guidance hereof shall
apply from January 01, 2017. Blank certificates made as per the Official
Dispatch No.3789/BHXH-CSXH dated October 7, 2014 granted to or available at
medical facilities, Social Security Administration of provinces. Social
Security Administration of armed forces and Social Security Administration of
districts shall be withdrawn and destroyed in accordance with the regulation of
the Social Security Administration of Vietnam;
- Be ready for implementation
of printing and issue of blank certificates to medical facilities by January
01, 2017 (the quantity of blank certificates shall be sufficient for the
demands of employees in 2017)
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- Submit the report on
management and use of blank certificates and plans for use of blank certificates
in next year to the Social Security Administration of Vietnam by December 31 of
every year.
3. Responsibilities
of affiliates of the Social Security Administration of Vietnam
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+ Take on responsibilities for blank certificate
maquette design for nationwide use (including all contents specified in Section
I and II of this Document|); select paper for printing type 1 and type 2 blank
certificates and send the maquette, information and paper, paper quality
standards and printing methods to the Social security Administration of
provinces, and punctually issue blank certificates to medical facilities under
provisions herein.
+ Be ready for centralized printing of blank
certificates at the Social Security Administration of Vietnam from 2018
onwards.
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Implement, direct and inspect the implementation of
the Social Security Administration of provinces and armed forces, according to
functions and responsibilities stipulated herein.
3. Information Technology Center shall:
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+ Create “Thông tin về quản lý cấp GCN” database
for the purposes of sharing, connection and communication between medical
facilities and Social Security Administration nationwide for monitoring,
management and protection of such database.
+ Provide instructions on implementation of these
above-mentioned contents and guidance hereof for the Department of Information
and Technology – Social Security Administration of the province and Departments
and Divisions of the Social Security Administration of provinces, districts and
medical facilities within the province.
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